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When I Work Review

When I Work
Our score: 8.9 User satisfaction: 98%

What is When I Work?

When I Work is a time tracking and attendance software that makes it easy for employees to clock in or out from their work location and for managers to accurately monitor employee work hours. The software facilitates attendance management, allowing employees to check in either from their phones using a time clock app or from a fixed terminal in their office. It is extremely useful for managers or supervisors who need to track the location and work time logged in by their employees in the field.

Mobile check-in is made possible via live view maps and GPS tracking to ensure that your remote workers are clocking in from the right job sites. Geofencing the workplace gets rid of buddy punching since it allows employees to clock in with the software only when they’re actually at their workplace. You can also monitor your people regardless of how many they are and even if they are from multiple locations. When reviewing timesheets, you can verify when and where they logged in. The time tracking software likewise notifies both managers and employees if the latter misses logging out.

When I Work can be integrated with the payroll system that you use. You can connect the software with payroll platforms and services such as Gusto, ZenPayroll, and ADP Workforce Now so you’ll always be able to provide employees with well-accounted and accurate pay. Moreover, the time tracking solution is designed to integrate with the app’s schedule manager. Combined, the two features help you improve communication, boost personnel accountability, monitor employee attendance, and track staff time.

Thus far, When I Work time tracking and attendance software has facilitated over 53 million clock ins by nearly 7 million users worldwide. It is being used by more than 20,000 businesses in a diverse range of industries including retail, hotels and restaurants, colleges and universities, technology and software, professional services, law enforcement and security, and medical/healthcare.

Overview of When I Work Benefits

When I Work helps you address time-tracking challenges with the following benefits:

Geo Check-in

You can track the location of your employees through real-time GPS tracking and live view maps. No more messaging back and forth with your employees to know where they are since the app gives you exact locations of where your employees should be while doing their work. It’s an ideal setup for businesses that hire hourly employees and those with personnel in the field such as food delivery, courier companies, on-location repair services, catering, on-site construction workers, and the like.

Mobile Check-in

Employees can check in from a dedicated terminal such as a tablet right in the office or from their workstation computers and laptops while those on location can check in from their smartphones. The time tracking software also offers a lock function where checking in is only allowed for approved work times. It prevents early check-ins, avoids time discrepancies, and enforces accountability for the organization’s workforce.

Timesheet Data Export

Approved timesheet data for payroll can be exported by managers and employers alike. This streamlines the payroll process since work hours that are summarized and recorded in timesheets can be exported to a payroll system or service in a click. The cumbersome process of transferring files is eliminated, helped along by the capability of the software to integrate with popular payroll platforms.

Attendance Notifications

The software helps make sure that employees do not forget to clock in with SMS and email attendance alerts and notifications. It guarantees that employees check in and out at the right time and, together with the scheduling app, are always informed with regard to new tasks, assignments, and schedules.

Reporting Tools

When I Work comes with reporting features which enable you to review and monitor employee attendance. You get metrics and indicators into employee behavior such as tardiness, schedules that are not followed, and communication lapses, among others. Reporting tools allow managers and supervisors to gain insights and spot issues so these can be addressed early on and prevented in the future.

Overview of When I Work Features

  • Attendance tracking
  • Time clock
  • Timesheet summary
  • Timesheet data export
  • GPS pin
  • Multiple locations
  • Alerts & notifications
  • Mobile clock in
  • Fixed device clock in
  • Payroll integration
  • When I Work scheduling app integration
  • Reporting

Awards & Quality Certificates

An award given to products our B2B experts find especially valuable for companies
This certificate is granted to products that offer especially good user experience. We evaluate how easy it is to start using the product and how well-designed its interface and features are to facilitate the work process.
This award is given only to top B2B products and represents the highest possible level of service. It highlights the vendor’s extensive knowledge of the industry they’re selling to and the needs of their customers.

When I Work Position In Our Categories

Since companies have special business demands, it is only sensible they abstain from settling on a one-size-fits-all, “perfect” software system. At any rate, it would be futile to try to chance on such application even among widely used software solutions. The sensible thing to do would be to jot down the different vital factors that require research like essential features, plans, skill competence of staff, business size, etc. Then, you should do your product research comprehensively. Read some When I Work review articles and check out the other software systems in your shortlist in detail. Such well-rounded product research guarantees you drop unsuitable apps and pay for the system that delivers all the tools you require company requires to achieve growth.

Position of When I Work in our main categories:

When I Work is also listed in the following subcategories:

Since each organization has particular business wants, it is prudent for them to desist from searching for a one-size-fits-all faultless software application. Needless to say, it would be useless to try to find such a system even among widely used software solutions. The smart thing to do would be to jot down the various vital aspects that need consideration such as main features, budget, skill levels of staff members, company size etc. Then, you should do your groundwork thoroughly. Read some When I Work Time Tracking Software reviews and check out each of the other apps in your shortlist in detail. Such comprehensive homework can ensure you reject ill-fitting applications and choose the system that presents all the elements you need for business success.

How Much Does When I Work Cost?

When I Work Pricing Plans:

Free Trial

Scheduling Free

Free

Scheduling Basic

$1.50/month/user

Scheduling Pro

$2.25/month/user

Enterprise (Quote-based Plan)

Contact Vendor

When I Work is offered in four plans. Free sign up for all its plans. You can use its free plan indefinitely.

Scheduling Free – Free per user a month for up to 75 employees, basic scheduling and communication for one team or location.

  • Scheduling for Work Teams
  • Availability of Team Members
  • Team messaging
  • Customer support
  • + Attendance for $1.50

Scheduling Basic – $1.50 per user billed on a monthly basis, robust scheduling and communication for teams with multiple job sites or locations

  • Scheduling for Teams
  • Availability of Team Members
  • Team Communications
  • 10-plus Day Scheduling
  • Multiple Teams Scheduling
  • Remote Job Locations
  • Customer Support
  • + Attendance for $1.30

Scheduling Pro – $2.25 per user billed on a monthly basis, advanced scheduling and communication for teams for streamlining work assignment and monitoring

  • Scheduling for Work Teams
  • Availability of Team Members
  • Team Communications
  • 10-plus Day Scheduling
  • Multiple Teams Scheduling
  • Remote Job Locations
  • Team Tasks Management
  • Employees Task Assignment
  • Task Progress Tracking
  • + Attendance for $1.60

Enterprise – By quote (contact vendor), a completely unified approach to facilitate employee management, team coordination, and efficiency enhancement

  • Scheduling of Teams
  • Availability of Team Members
  • Team Communications
  • 10-plus Day Scheduling
  • Multiple Teams Scheduling
  • Remote Job Locations
  • Team Tasks Management
  • Employee Task Assignment
  • Task Progress Tracking
  • Customized Onboarding
  • SAML Single Sign-On
  • Global Privacy Settings
  • Account Management
  • API Access & Usage
  • + Attendance (Optional)

User Satisfaction

Positive Social Media Mentions 16
Negative Social Media Mentions 0

We realize that when you make a decision to buy Time Tracking Software it’s important not only to see how experts evaluate it in their reviews, but also to find out if the real people and companies that buy it are actually satisfied with the product. That’s why we’ve created our behavior-based Customer Satisfaction Algorithm™ that gathers customer reviews, comments and When I Work reviews across a wide range of social media sites. The data is then presented in an easy to digest form showing how many people had positive and negative experience with When I Work. With that information at hand you should be equipped to make an informed buying decision that you won’t regret.

Technical details

Devices Supported

  • Windows
  • Android
  • iPhone/iPad
  • Mac

Deployment

  • On Premise

Language Support

  • English

Pricing Model

  • Free
  • Monthly payment
  • Annual Subscription

Customer Types

  • Small Business
  • Large Enterprises
  • Medium Business

What Support Does This Vendor Offer?

  • email
  • phone
  • live support
  • training
  • tickets

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When I Work Comparisons

When I Work user reviews

A work scheduling tool that goes wherever we go

Read full review >
Candida
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

4/5

Ease of Use

Published on: 25.10.2019 Company Size: Industry: N/A

When I Work has made our digital calendars more sensible

Read full review >
Selmer
5/5

Overall impression

4/5

Customer Support

4/5

Value for Money

5/5

Ease of Use

Published on: 17.10.2019 Company Size: Industry: Sports

What a department head thinks of When I work

Read full review >
Vince
4/5

Overall impression

4/5

Customer Support

4/5

Value for Money

3/5

Ease of Use

Published on: 12.10.2019 Company Size: Industry: N/A

An exceptional solution though it is unfortunate it didn’t fully meet our needs

Read full review >
Cole
5/5

Overall impression

4/5

Customer Support

4/5

Value for Money

5/5

Ease of Use

Published on: 02.10.2019 Company Size: Industry: Farming

Fast, User-friendly and Straightforward

Read full review >
Ophelia
5/5

Overall impression

4/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 28.09.2019 Company Size: Industry: N/A

What are When I Work pricing details?

When I Work Pricing Plans:

Free Trial

Scheduling Free

Free

Scheduling Basic

$1.50/month/user

Scheduling Pro

$2.25/month/user

Enterprise (Quote-based Plan)

Contact Vendor

When I Work is offered in four plans. Free sign up for all its plans. You can use its free plan indefinitely.

Scheduling Free – Free per user a month for up to 75 employees, basic scheduling and communication for one team or location.

  • Scheduling for Work Teams
  • Availability of Team Members
  • Team messaging
  • Customer support
  • + Attendance for $1.50

Scheduling Basic – $1.50 per user billed on a monthly basis, robust scheduling and communication for teams with multiple job sites or locations

  • Scheduling for Teams
  • Availability of Team Members
  • Team Communications
  • 10-plus Day Scheduling
  • Multiple Teams Scheduling
  • Remote Job Locations
  • Customer Support
  • + Attendance for $1.30

Scheduling Pro – $2.25 per user billed on a monthly basis, advanced scheduling and communication for teams for streamlining work assignment and monitoring

  • Scheduling for Work Teams
  • Availability of Team Members
  • Team Communications
  • 10-plus Day Scheduling
  • Multiple Teams Scheduling
  • Remote Job Locations
  • Team Tasks Management
  • Employees Task Assignment
  • Task Progress Tracking
  • + Attendance for $1.60

Enterprise – By quote (contact vendor), a completely unified approach to facilitate employee management, team coordination, and efficiency enhancement

  • Scheduling of Teams
  • Availability of Team Members
  • Team Communications
  • 10-plus Day Scheduling
  • Multiple Teams Scheduling
  • Remote Job Locations
  • Team Tasks Management
  • Employee Task Assignment
  • Task Progress Tracking
  • Customized Onboarding
  • SAML Single Sign-On
  • Global Privacy Settings
  • Account Management
  • API Access & Usage
  • + Attendance (Optional)

What integrations are available for When I Work?

When I Work supports the following integrations:

  • Gusto
  • ADP Workforce Now
  • Quickbooks Online
  • Square
  • Ultimate Software
  • ActiveHours
  • OnPay
  • Paychex

When I Work average rating:

Average score
4.9/5 (7 user reviews)
5/5

Overall impression

5/5

Customer Support

4/5

Value for Money

4/5

Ease of Use

Write your own review of this product

ADD A REVIEW

The most favorable review

Ophelia

PROS: I added this tool to my calendar and since then I’ve never forgotten a shift. It reminds me of my working schedule. Aside from that, I get to know the colleagues I’ll be working with during a shift. It also makes communication with my co-workers easier and more effective.

CONS: The app pages look similar, making navigation quite difficult and confusing. It would be nice if they improve their design. There’s also an issue with the group conversation. Sometimes, it does not load or update. It becomes a problem when someone asks for help but the messages are delayed. Aside from that, the application lags and takes forever to update.

Reviewed 8 months ago

Read full review >

The least favorable review

Vince

PROS: Being the location head, it is important for me to know why my employees cannot work a particular shift. When I Work makes it possible for me to receive their reasoning on a single platform, instead of having to read about it on mobile as SMS. It also helps greatly that I can keep a record of the explanation for documentation purposes.

CONS: I wish that When I Work allows the filtering of employees who are currently not scheduled for me. This is because we have a lot of seasonal employees only and yet their names appear on the list of available workers. This is bothersome because I need to look closely to make sure that I only schedule employees who are open for shifts in the current period.

Reviewed 8 months ago

Read full review >

More reviews from 7 actual users:

Sort by:

Latest
  • Latest
  • Most useful
  • Most positive
  • Most negative

A work scheduling tool that goes wherever we go

Read full review >
Candida
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

4/5

Ease of Use

Published on: 25.10.2019 Company Size: Industry: N/A

PROS: There are numerous things that I like about When I Work such as its intelligent scheduling capability, which works very well for our small enterprise. Everything it says it can do, it really can. Even in its free version, When I Work is full of robust functionalities. What's more, it has an uncluttered interface that is easy to use. It serves relevant notifications as well, something that is truly beneficial for us. Lastly, everyone in our team enjoys the ability to reproduce previous work schedules in a single click.

CONS: There is not much that I do not like about When I Work. However, it would be awesome if the team can do something about the color-coding of user roles. They might also want to add the option for a simpler way to filter customers.

What do you think about this review? Great Poor

When I Work has made our digital calendars more sensible

Read full review >
Selmer
5/5

Overall impression

4/5

Customer Support

4/5

Value for Money

5/5

Ease of Use

Published on: 17.10.2019 Company Size: Industry: Sports

PROS: With When I Work, we can create schedules that can last for weeks at a time without breaking a sweat. It is similar to Apple's iCal, only that our colleagues and superiors can view it too. It has allowed us to say goodbye to convuluting spreadsheets and long email threads from bosses about scheduling.

CONS: When I Work's calendar interface does not adapt well on my mobile and at times it is not responsive on my computer either, making it difficult to fix the time slots. Previous schedules have a tendency to disappear too so it is almost impossible to use When I Work for referring to past arrangements.

What do you think about this review? Great Poor

What a department head thinks of When I work

Read full review >
Vince
4/5

Overall impression

4/5

Customer Support

4/5

Value for Money

3/5

Ease of Use

Published on: 12.10.2019 Company Size: Industry: N/A

PROS: Being the location head, it is important for me to know why my employees cannot work a particular shift. When I Work makes it possible for me to receive their reasoning on a single platform, instead of having to read about it on mobile as SMS. It also helps greatly that I can keep a record of the explanation for documentation purposes.

CONS: I wish that When I Work allows the filtering of employees who are currently not scheduled for me. This is because we have a lot of seasonal employees only and yet their names appear on the list of available workers. This is bothersome because I need to look closely to make sure that I only schedule employees who are open for shifts in the current period.

What do you think about this review? Great Poor

An exceptional solution though it is unfortunate it didn’t fully meet our needs

Read full review >
Cole
5/5

Overall impression

4/5

Customer Support

4/5

Value for Money

5/5

Ease of Use

Published on: 02.10.2019 Company Size: Industry: Farming

PROS: From the very start of the demo, When I Work impressed us with its full arsenal of capabilities that could help change the way we do our scheduling.

CONS: After the demo, we decided to sign up with and implement When I Work. However, it soon became obvious that the solution is not enough since our complex and unique scheduling needs that involve billing are not something it can resolve.

What do you think about this review? Great Poor

Fast, User-friendly and Straightforward

Read full review >
Ophelia
5/5

Overall impression

4/5

Customer Support

5/5

Value for Money

5/5

Ease of Use

Published on: 28.09.2019 Company Size: Industry: N/A

PROS: I added this tool to my calendar and since then I’ve never forgotten a shift. It reminds me of my working schedule. Aside from that, I get to know the colleagues I’ll be working with during a shift. It also makes communication with my co-workers easier and more effective.

CONS: The app pages look similar, making navigation quite difficult and confusing. It would be nice if they improve their design. There’s also an issue with the group conversation. Sometimes, it does not load or update. It becomes a problem when someone asks for help but the messages are delayed. Aside from that, the application lags and takes forever to update.

What do you think about this review? Great Poor

Brings convenience

Read full review >
Bartholome
5/5

Overall impression

5/5

Customer Support

5/5

Value for Money

4/5

Ease of Use

Published on: 08.09.2019 Company Size: Industry: N/A

PROS: For me, the best advantage of using this software is the ability to punch in or out on your mobile phone. With it, you’ll less likely to forget such a simple task. But if you do, you can just edit it.

CONS: New shifts need confirmation. This means when I create a new shift at one in the morning, my boss will be notified the same hour I made it. And it can be annoying to them.

What do you think about this review? Great Poor

An efficient and flexible management system

Read full review >
Kylie
5/5

Overall impression

4/5

Customer Support

4/5

Value for Money

5/5

Ease of Use

Published on: 04.09.2019 Company Size: 11-50 Employees Industry: N/A

PROS: Scheduling becomes easy with this app. As an admin, I really like that you can shift in managing the schedule of your team from different levels, either as individuals or as a group. I also like that I can log in anywhere with the app, it also anticipates my planned activities and aligns it with my schedule.

CONS: The availability to time-in anywhere can be at times problematic especially if your location isn't acknowledged by the app, which I hope will be addressed soon.

What do you think about this review? Great Poor
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Reviewed By Jenny Chang
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